Remove all special characters from the file names when uploading any types of external files — images, videos, pdfs, etc. If you stick with letters, numbers, spaces, dashes, and underscores, you should be safe. Other characters can cause problems.
Files on Our Site
Note: See "Related Links" for more information about working with multimedia files.
When we talk about "files," we are usually refering to PDFs, but may be refering to text files, Word documents, spreadsheets, or other files.
Because files are separate pieces of content with their own metadata, you upload them into Drupal as separate nodes, just like a Page, Event, or FAQ. Like other web content, files must meet web standards such as accessiblity and writing standards.
Once you create a file node, you can link to either the file node or the file itself from other pages on Drupal.
Like images, files are often used in many pages on a site. And, like images, they are not assigned to a specific section. You can choose from different ways of linking to a file, depending on your needs.
To add a file, do the following:
- Begin creating a new file node by doing one of the following:
- From your "My Sections" page look under "Create Content" on the right, and select "Create new file."
- Click on "Create Content" in the menu on the left side of a page, then select "File."
- Go to http://www.grinnell.edu/node/add/file by manually entering the URL in your address bar.
- Enter a title for the file. The title is used as link text when you are linking to the file from other nodes.
- Enter a short title.
- Browse for your file, then click "Upload."
- Add the metadate (description, creation date, etc.)
- Save the File node.
You have two options for linking to the file. With one option, clicking the link will open the file; with the other option, clicking on the link will bring users to the file node. See Linking to a File for instructions.
Why aren't Files in Sections?
Because there are so many, and because they are shared so frequently.
There are significantly more image and file nodes than there are non-media nodes. If too many images or files are placed into the menu, it slows down the entire site and makes the menu harder to administer.
To find files throughout the site, go to "My Account" and click the "Images" tab.
Providing Instructions for Others who may Look at the Node
If you want to provide instructions to other users on what they can or cannot do with a file, use the Node Notes field.
Enter a "node note" at the top of the page as you are creating your file.
- Tell them who they should contact if they have questions about the file.
- If you want them to contact you when/if they need a change to the file, tell them how to contact you.
- If a file is shared by multiple departments, you can use node notes to remind any editors of who they need to contact before or when updating the file.
- If you do not own a file but would like to be notified if/when a file changes, you can also add that to node notes.
- Respect the instructions others leave in node notes on their files.
Allowed File Types
The allowed file types are limited to fairly commonly supported file types, but you need to carefully consider the most appropriate file type to use.
If you are looking to load:
- Audio files: Create Audio nodes
- Video files: Create Video nodes
- Image files: Create Image nodes
Some things to consider:
- All files should meet basic accessiblity requirements. See Website Standards and/or contact Jen Krohn for more information on making your files accessible.
- Propriatary file types, such as Word documents, will be inaccessible to a section of users who don't have the software to open the files. Do not use them unless you have a compelling reason to do so and know your visitors will be able to use the files.